ICEF CanadaProvider Information Pack

Venue: The Westin Harbour Castle, 1 Harbour Square, Toronto, Ontario, M5J 1A6
Event Date: 12:00 Thursday, April 30 – 18:30 Saturday, May 2 2026

Please scroll down for detailed timings, including registration and evening receptions.

We are pleased to offer you preferential rates at The Westin Harbour Castle, where the event will take place. 

Single rooms start from CAD 349 + 13% Harmonized Sales Tax (HST), 6% Municipal Sales Tax (MAT) and an additional 2.5% city-imposed FIFA tax. Breakfast is not included within the rate.

A deposit equal to one night’s room and tax will be charged to the individual’s credit card at the time of reservation.

Rates are available for bookings from April 28 to May 03, subject to room availability. For bookings outside this period the regular room rates become applicable.

Please note that the booking link expires on 29 March. Rooms cancelled 72 hours prior to arrival will be subject to 100% of stay room charge, plus applicable service charge, tax and fees.

Check-in & Check-out

Check-in time is after 15:00 and the latest check-out time is 12:00.

The information below is advisory, we recommend you check your own visa requirements with your local embassy.

You may require a visa or an Electronic Travel Authorization (eTA) to enter Canada. To find out what you require, please click here and answer a few questions.

For any visa-related questions, please contact visasupport@icef.com

We are excited to share an exclusive offer from Air Canada for attendees of ICEF Canada. To take advantage of this promotion, visit aircanada.com and enter the promotion code (CHBXXP21) in the Promotion Code Box when booking your flight.

The discount applies to all international and domestic flights to Toronto airports. The travel period starts on Thursday, April 23, 2026, and ends on Saturday, May 09, 2026. For North America routes, the discount is 5% on standard fares and 10% on flex fares and above. For international travel, the discount is 10% on standard fares and higher, with a 12% discount on Business Class fares (except for the lowest Business Class fare, which receives a 5% discount).

Package arrival dates: Parcels can be delivered to the venue from Tuesday, 28 April. Any packages arriving earlier cannot be stored by the venue.

Package preparation: Please bear in mind that you will have a maximum of 38 pre-scheduled meetings when calculating the amount of promotional materials to send.

Courier: Please contact a courier of your choice and remember to include a proforma invoice. Inspections of deliveries with incomplete documents can take up to four weeks.

Sustainable alternatives: To reduce the use of paper, you can also upload up to five documents, three videos and up to eight photos into your Marcom eSchedule PRO profile and make them available to agents prior to, during, and for four weeks after the event.

Please also consider using local suppliers to cut down international shipping.

Wifi: Please be aware that although wifi will be provided, we recommend downloading your event materials, presentations and videos directly to your device for your meetings. This helps reduce GHG emissions and ensures the network traffic is not overloaded.

If you’d like to make an impression at your dedicated table here are some suggestions to help you stand out:

• Branded table cloth
• Reusable table top roller banner
• QR code to your website/brochures/offers
• Sustainable giveaways for your potential partners
• No need for business cards – delegates can scan your v-card on the reverse side of your badge
• Laptops – power is provided at each table so you can show your meeting partners your videos and presentations

Please note that only organisations with a display table may bring a pull up banner. We are unable to facilitate any form of pull up banner in the meeting hall space. All branding must be kept to table top items only.

You will be able to collect your badge and welcome bag from the ICEF registration desk located in the Harbour Foyer from 12:00 on Thursday, 30 April and from 08:00 on Friday, 1 May from the Metropolitan Foyer. 

As this is an invitation-only event, anyone not wearing a badge may not be admitted into the event area. Please also understand that for the same reason, we cannot allow non-registered family, friends or staff to enter the meeting hall.

If you change your representative at the event it is important you inform your account manager of this in advance before arriving, otherwise you may experience delays at registration.

Join us on the first day of the event for a programme of seminars and presentations providing up-to-date information about the latest market trends and issues relevant to international education and student mobility.

You can find out more via the seminar tab on your schedule and on the event website.

Meeting tables will be accessible as of 08:00am on Friday, 1 May.

Size = 6ft x 2.5ft

Each meeting table will be covered with a tablecloth, will have access to an electricity outlet and table signage will be provided.

Exhibitor booths will be accessible as of 17:00, Thursday, 30 April.

All booths will be furnished with standard equipment according to their size.

You will receive an email from Jessica Olsen with all the details about your booth and the instructions on how to customise it.

Thursday 30 April

• Refreshment break- 16:30 – 17:00

Friday 1 May and Saturday 2 May

• Networking breakfast – 08:00 – 09:00
• Refreshment breaks- 11:00 and 16:00 (30 minutes)
• Lunch – 13:00 – 14:00 

Please contact us should you have any special dietary requirements.

Welcome Reception: Thursday, 30 April 19:00-21:00 in the Harbour Ballroom, sponsored by OASDI. 

Dinner Reception: Friday, 1 May, 20:00-00:00 in the Frontenac Ballroom, sponsored by Coquitlam School District.

The dress code for both receptions is smart casual. Please note that participants not wearing their event badges will not be admitted. Please register your attendance by clicking the green “Yes, I will attend” button on your MySchedule page.

If you are attending as an accompanying person without a meeting schedule your attendance at both receptions will be automatically registered.

To ensure that we are able to provide the best experience for all attendees, we would like to draw your attention to two sections in our event terms and conditions. Section 11 specifically prohibits participants from organising any side event (be it hospitality, seminar, or tour), which entices attendees to leave during the programme. Should you wish to organise an event outside of programme times, where attendance is linked to the ICEF event, then ICEF must be notified in advance and approval must be received in writing.

Additionally, section 12 mandates that any event, seminar, party, reception or tour organised before or after an ICEF event, with the intention of attracting or inviting event attendees, must be applied for and authorised no less than three months in advance.

• Time zone: Toronto will be GMT-4 hours during the event dates. 
• Currency: The official currency is the Canadian Dollar (CAD). For current exchange rates, please see x-rates. Credit cards are widely accepted.
• Electricity: The standard voltage is 120 V, and the frequency is 60 Hz.
• Plug type: The power plugs and sockets are of type A & B. Visitors may need to bring their own adaptors.
• Climate: In May, Toronto experiences mild and pleasant spring weather, with average high temperatures of around 17°C (63°F) and average lows of 8°C (46°F)

If you have any questions prior to the event, please do not hesitate to contact us by email to icef-northamerica-providers@icef.com.

We look forward to welcoming you to Toronto!